Overview

The search process for Merit and P&S staff is a collaborative effort designed to identify and match highly qualified professionals with an advertised vacancy. Led by a hiring official/search admin or a search chair and search committee, candidate evaluation and selection is guided by the HRS employment team.

Stage 1
Recruitment Stage 2
Evaluation Stage 3
Selection

Step 8: Complete Reference Checks and Work History Verification

Responsibility: Search Chair or Hiring Official/Search Admin

Conduct reference checks on the successful candidate, if not already done. For additional information, view:

• Conducting Reference Checks
• Sample Reference Check Form

Step 9: Make Interview Decision

Responsibility: Hiring Official/Search Admin

Following the interviews, reviewing ratings from the interview team, and completing the reference checks, the Hiring Official will select a candidate. The Hiring Official (who is indicated as the Search Administrator on the job requisition) will receive a task in UNI Works to Make Interview Decision. This task allows the Hiring Official to move the selected candidate forward to offer, schedule additional interviews, or decline the candidate. Do not extend a verbal or written offer until approved to do so.

• The Relocation Quick Guide can be provided to finalists or the selected candidate if moving expense reimbursement is being offered. Please take note of UNI's preferred moving vendor on the Purchasing Contracts website.

Step 10: Move Candidate to Offer

Responsibility: Hiring Official/Search Admin

• Hiring Official will move candidate to the Offer stage in UNI Works. The Offer for Job Application task will launch for Hiring Official to complete. The Hiring Official will enter the Hire Date, Business Title, and Compensation for the candidate. The offer will route to Human Resource Services for approval.
• Once the offer is approved, the Hiring Official will extend a verbal offer to the candidate, confirming offer details including start date and compensation.

Step 11: Offer Letter

Responsibility: Human Resource Services

• After a verbal offer is extended, contact the appropriate HRS employment coordinator (Scott Klahsen for Merit searches and Melissa Engdahl for P&S searches). If start date and/or compensation need to be updated, HRS will route an updated offer for approval. Once the offer is approved, HRS will initiate the offer letter process.
• Offer letter will route for approval to the Division Head.
• Once the Division Head approves the offer letter, the letter will automatically be sent to the candidate to review and accept or decline electronically in their UNI Works candidate portal.

Step 12: Background Check

Responsibility: Human Resource Services

• Upon acceptance of the offer, HRS will initiate the appropriate background check for the position.
• After the background check is complete, HRS will either move the candidate to the Hire business process or disposition as needed.

Step 13: Contact Candidates Not Selected

Responsibility: Hiring Official/Search Admin and Search Chair

• Contact the remaining candidates that were interviewed to let them know another candidate has been selected. This should be done by phone. Let them know they will also receive an email notifying them of this, but that you wanted to reach out personally since they took the time to interview.
• Once the candidate has been moved to Ready for Hire the Decline Remaining Candidates task will launch for the Search Chair to disposition any remaining candidates. Completing this task will send the appropriate communication to the candidate not selected for the position.

Please Note:Please retain all search materials and notes for three years in a secure location.

Step 14: Hire Business Process

Responsibility: Human Resource Services

• HRS will close the requisition and initiate the Hire business process in UNI Works.
• After the Hire business process is complete, onboarding items (tax withholding forms, Form 1-9, etc.) will be available for the new hire to complete in UNI Works.

Step 15: Begin Department Orientation

Responsibility: Hiring Official/Search Admin

The department should begin orientation. In addition to department orientation and onboarding, please encourage the new employee to attend New Hire Orientation sessions provided by HRS.

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